Human resources experts outline a few tips that could be useful while saying ‘no’ to your boss.

Saying “no” is never easy, especially when the person you’re addressing is your boss.

An employee is typically confounded by a series of unnerving questions before uttering the word. Is “no” even an option? Will it jeopardize the relationship I share with my boss? Will this cost me my job, or at least some career prospects?

“An outright ‘no’ to seniors has long been seen as a taboo in Indian culture,” explains Mukund Menon, who heads the India and Singapore human resources divisions of information technology firm Steria. As a result, employees feel compelled to undertake assigned tasks, when perhaps they may lack the technical expertise for the project, or in the process, compromise on additional responsibilities.

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The outcome: the team suffers.

“Saying no is an art which has to be developed over time,” says Sachin Tikekar, chief of people operations at KPIT Cummins Infosystems Ltd. While human resources experts concur there is no magic formula to getting it right, here are a few tips that could be useful:

But here’s the catch: approach your manager only after you’ve weighed the pros and cons of the situation yourself.

Your decision may backfire if it’s not validated by reasonable facts, Mr. Menon of Steria explains. For instance, you can’t dodge a location transfer citing complacency. Objectively put forward the consequences it could have for your family, or perhaps outline what makes you a valuable asset at your current location, Mr. Menon adds.

You’ve identified what’s making you balk. What next? A thoughtful and carefully worded response, say experts.

While approaching your boss, “the word ‘no’ should not be used at all,” says Ravi Dasgupta, group head of human resources at biopharmaceutical firm Biocon Ltd.

Thiruvengadam P, senior director of Deloitte Touche Tohmatsu India Pvt. Ltd. agrees. “No is a very strong weapon which should be used as rarely as possible,” he argues. Wording your response is key…. Be assertive without being rude.”

For instance, if you’re swamped with three projects and allotted a fourth, how do you effectively refuse?

If time is a factor, respond by saying: “I don’t think I’ll be able to do justice in the limited time-frame available for the project,” Mr. Thiruvengadam explains. On the other hand, if an employee feels he lacks technical expertise for an assigned task, he could respond saying: “I may just belittle the team’s output by contributing to it.”

Words like “I request you to please consider,” or “do you believe we could” can also work a charm, particularly with seniors who are less receptive to taking ‘no’ for an answer, Mr. Thiruvengadam suggests.

But playing with the right words is not enough: make your body language work to your advantage. “You may have used all the right words but if you’re slouching on your desk while delivering them, it won’t work,” cautions Mr. Thiruvengadam.

The key, however, lies in an employee’s ability to “influence” his manager, argues Mr. Venkatesh of Educomp. “Understand what sells for your boss and mold your alternative around it….make him see how your proposal is best for the team.”

For instance, if you don’t see eye-to-eye with your manager’s marketing model, float proposals which are more cost-effective or can potentially capture a larger market segment.

By doing so, you “present a counterview without making it sound like one,” notes Mr. Dasgupta of Biocon. Further, you earn Brownie points for brainstorming, he adds.

Now let’s put the shoe on the other foot. If an employee has graciously refused a task, how can a manager effectively tackle the situation?

“Most managers don’t spend quality time with their subordinates,” says Mr. Thiruvengadam of Deloitte. “That’s where they lose out,” he adds.

Mr. Dasgupta of Biocon agrees. Rather than imposing ideas on your team, invite them to chalk out their tasks and responsibilities, he explains. By doing so, a manager can gauge inclinations and interests shared by each team member and thereby effectively delegate responsibilities in the future.

Use ‘No’ to Your Advantage:

A smart manager views “no” as an opportunity to “coach, mentor and train” his employees, notes Mr. Tikekar of KPIT Cummins. Rather than seeing ‘no’ as an end, perceive it as a means to work on your subordinate’s weakness, he adds.

Do you have ideas of how best to say no to your boss? Please leave them in the Comments.

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